In today’s fast-paced world, written communication has taken a backseat to emails and instant messaging. However, there are still situations where a good old-fashioned letter is necessary, especially when enclosing important documents. But how do you write a letter with enclosed documents that gets the point across while remaining professional and concise?
Fear not, dear reader, because I have good news for you! In this article, I will guide you through the process of writing a letter with enclosed documents step-by-step. And the best part? You can find examples that you can edit to fit your specific needs.
Whether you’re sending a cover letter, business proposal, or legal documentation, knowing how to properly enclose documents is crucial. Let’s get started on crafting the perfect letter with enclosed documents.
The Best Structure for Writing a Letter with Enclosed Documents
When it comes to writing a letter that includes enclosed documents, it’s important to structure it in a way that is both organized and easy to follow. Tim Ferris, an author and entrepreneur known for his efficient and effective approach to work and writing, provides some great insights into creating a structured letter with enclosed documents.
Firstly, it’s important to consider the purpose and audience of your letter. Are you sending a formal business letter to a potential client, or a friendly letter to a friend? This will impact the tone and language you use, as well as the structure of the letter.
Next, it’s important to clearly state the purpose of the enclosed documents. Are they supporting evidence for a proposal you’re submitting, or additional information for a job application? Be specific in your explanation, and ensure that the documents are properly labeled.
After introducing the enclosed documents, it’s a good idea to provide a brief summary of the main points you’re making in the letter. This will help the reader to quickly understand the context and the importance of the enclosed documents.
From there, it’s important to provide clear and concise instructions on how to use the enclosed documents. This may involve instructing the reader to review the documents before a certain deadline, or to use them to complete a task or project. Be sure to provide any necessary contact information or instructions on how to access the documents if they are not included in the letter.
Another helpful tip is to organize the enclosed documents in a logical order. This may involve labeling each document with a number or letter, and providing a table of contents or list of the enclosed documents. This will not only help the reader to locate the documents easily, but will also show that you’ve put thought and care into the organization of your letter.
Finally, it’s important to close the letter with a clear call to action. This may involve requesting specific feedback or action from the recipient, or thanking them for their attention and consideration. Be sure to provide any necessary contact information or follow-up instructions, and end the letter with a professional and friendly tone.
Overall, structuring a letter with enclosed documents requires careful planning and attention to detail. By following these tips and utilizing Tim Ferris’s efficient approach to writing, you can create a professional and effective letter that will impress the recipient and achieve your intended goals.
SAMPLE 1: LETTER OF RECOMMENDATION FOR EMPLOYMENT
Dear Hiring Manager,
I am writing to highly recommend John Doe for the position of Marketing Manager in your esteemed company. John has worked under my supervision for the past five years as a Marketing Executive and has shown exceptional skills and dedication in his work.
During his tenure at the company, John played a major role in devising and implementing successful marketing strategies that contributed to the growth and success of our brand. He demonstrated great organizational skills, attention to detail, and an outstanding ability to work under pressure, often delivering top-quality work within tight deadlines.
I have enclosed John’s resume, cover letter, and three reference letters from previous employers to give you a more comprehensive understanding of his strengths and achievements. I am confident that John will be a valuable asset to your team and will excel in his new role.
Thank you for considering John’s application. Please do not hesitate to contact me if you require any further information or clarification.
Best regards,
Jane Smith
SAMPLE 2: LETTER OF RECOMMENDATION FOR ACADEMIC PURPOSES
Dear Admissions Committee,
I am writing to highly recommend Sarah Johnson for admission to your esteemed MBA program. I have had the pleasure of teaching Sarah for two years during her undergraduate program in Business Administration at XYZ University.
I can confidently say that Sarah is one of the most outstanding students I have come across in my teaching career. She is exceptionally intelligent, hardworking, and has a passion for learning that is reflected in her academic achievements. Sarah’s grades, coupled with her extensive extracurricular activities and work experience, demonstrate her ability to excel in any challenging academic environment.
I have enclosed Sarah’s transcript, resume, and two letters of recommendation from her previous employers to give you a more comprehensive understanding of her strengths and achievements. I am confident that Sarah will add great value to your MBA program and will emerge as a future leader in the business world.
Thank you for considering Sarah’s application. Please do not hesitate to contact me if you require any further information or clarification.
Sincerely,
Prof. Robert Brown
SAMPLE 3: LETTER OF RECOMMENDATION FOR SCHOLARSHIP
Dear Scholarship Committee,
I am writing to highly recommend Michael Thompson for the ABC Scholarship program. I have had the privilege of working closely with Michael during his volunteer service at our nonprofit organization, where he has been a dedicated and effective member of our team for the past two years.
Michael stands out as an exceptional individual who is deeply committed to serving his community and making a positive difference in the lives of others. His exemplary leadership skills, strong work ethic, and unwavering dedication make him a prime candidate for this scholarship program.
I have enclosed Michael’s transcript, resume, and two letters of recommendation from his previous employers to give you a more comprehensive understanding of his strengths and achievements. I am confident that Michael will make the most of this scholarship opportunity and will continue to pursue his academic and career goals with passion and perseverance.
Thank you for considering Michael’s application. Please do not hesitate to contact me if you require any further information or clarification.
Best regards,
Lisa Jones
SAMPLE 4: LETTER OF RECOMMENDATION FOR CONTRACTORS
Dear Client,
I am writing to recommend ABC Contractors for your upcoming construction project. ABC Contractors has been a long-standing partner of our organization, and we have had the pleasure of working with them on several projects over the years.
ABC Contractors is a highly professional and skilled organization that prides itself on delivering quality workmanship and exceptional customer service. Their team of experts is knowledgeable, experienced, and efficient, ensuring that projects are completed on time, within budget, and to the highest standards.
I have enclosed a copy of ABC Contractors’ portfolio, which showcases their expertise in various construction sectors, as well as their licenses, insurance, and certifications to give you peace of mind. I am confident that ABC Contractors will exceed your expectations and deliver a construction project that meets your specific needs and requirements.
Please feel free to contact me if you require any further information or clarification.
Best regards,
Andrew Rodriguez
SAMPLE 5: LETTER OF RECOMMENDATION FOR VENDORS
Dear Procurement Manager,
I am writing to highly recommend XYZ Vendors for your procurement needs. I have had the pleasure of working with XYZ Vendors on several occasions and have always been impressed with their commitment to excellence and customer satisfaction.
XYZ Vendors is a highly respected and reputable organization that offers a wide range of high-quality products at competitive prices. They have an extensively trained team that is always willing to go above and beyond to ensure that their customers are satisfied with their products and services.
I have enclosed a copy of XYZ Vendors’ product catalog, which showcases their extensive range of products, as well as their policies and procedures to give you a complete understanding of their operations. I am confident that XYZ Vendors will exceed your expectations and deliver the products and services that you need to achieve your organizational goals.
Please feel free to contact me if you require any further information or clarification.
Best regards,
Katie Johnson
SAMPLE 6: LETTER OF RECOMMENDATION FOR SERVICE PROVIDERS
Dear Service Manager,
I am writing to recommend ABC Services for your maintenance and repair needs. ABC Services has been our preferred service provider for the past five years, and we have always been impressed with their professionalism, quality of work, and timely service.
ABC Services is a highly experienced and skilled organization that offers a wide range of maintenance and repair services across various industries. Their team of experts is knowledgeable, reliable, and efficient, ensuring that any issues are resolved in a timely and effective manner.
I have enclosed a copy of ABC Services’ service catalog, which showcases their range of services and expertise, as well as their licenses, insurance, and certifications to give you peace of mind. I am confident that ABC Services will exceed your expectations and deliver the highest quality maintenance and repair services that you need to keep your organization running smoothly.
Please feel free to contact me if you require any further information or clarification.
Sincerely,
James Wilson
SAMPLE 7: LETTER OF RECOMMENDATION FOR LEGAL REPRESENTATION
Dear Client,
I am writing to recommend Jones Law Firm for your legal representation needs. Jones Law Firm has been our legal partner for the past ten years, and we have always been impressed with their expertise, professionalism, and dedication to their clients.
Jones Law Firm is a highly respected and reputable law firm that offers a wide range of legal services across various practice areas. Their team of lawyers is highly skilled, experienced, and knowledgeable, with a proven track record of success in complex legal matters.
I have enclosed a copy of Jones Law Firm’s credentials, which showcase their areas of expertise and professional achievements. I am confident that Jones Law Firm will provide you with the legal representation and support that you need to confidently navigate any legal challenges that may arise.
Please feel free to contact me if you require any further information or clarification.
Best regards,
David Brown
Writing a Letter with Enclosed Documents: Tips for Success
When you need to send documents along with a letter, it’s important to do it correctly. Whether you’re writing a letter to a potential employer, sending a business proposal, or communicating with a government agency, following these tips can make sure your letter is professional, effective, and gets the response you need.
- Start with a clear opening. Begin your letter by introducing yourself and stating the purpose of your communication. If you’re enclosing documents, mention it explicitly in this opening section. This will ensure that the recipient knows exactly what’s included in your letter and can prioritize their reading accordingly.
- Reference the documents. Once you’ve introduced the enclosed documents, be sure to reference them specifically in your letter. This will help the recipient understand the context of the documents and their importance. For example, you could say something like “As you’ll see in the enclosed resume, I have extensive experience in sales and marketing.”
- Organize the documents. When you’re including multiple documents, be sure to organize them in a logical way. Start with the most important document and work your way down from there. Use headings and labels to make clear what each document is and why it’s included.
- Proofread everything. Before you send your letter and enclosed documents, be sure to proofread them carefully. Check for typos, grammar mistakes, and formatting errors. This will ensure that your letter looks professional and that the information you’re communicating is clear and accurate.
- Include a call to action. Finally, make sure your letter includes a clear call to action. This could be a request for a meeting or interview, a call for more information, or an invitation to take a specific action. Whatever it is, make sure it’s clear and easy to understand.
By following these tips, you can write a letter with enclosed documents that’s clear, effective, and professional. Whether you’re communicating with a potential employer, a government agency, or a business partner, these guidelines will help you make sure that your letter gets the response you need and achieves your goals.
FAQs on How to Write Letter with Enclosed Documents
What is an enclosed document?
An enclosed document is a separate document that is included with a letter or email. It is usually referenced in the letter or email, and may be important for the recipient to understand the communication.
How do I reference the enclosed documents in my letter?
You can reference the enclosed documents in your letter by using phrases such as “enclosed please find,” “I have enclosed,” or “attached is.” It is important to make clear what documents are enclosed and why they are important.
How should I organize my enclosed documents?
Organize your enclosed documents logically and in a way that makes sense for the purpose of the communication. Number or label the enclosed documents, and provide a brief description if necessary.
Should I include copies or originals of the enclosed documents?
This depends on the purpose of the communication and the recipient’s needs. If the recipient needs an original document, then include the original. If a copy is sufficient, then include a copy. Be sure to clarify this in your letter.
What if I forget to include an important enclosed document?
If you realize you forgot to include an important document, send a follow-up email or letter with the missing document attached. Apologize for any inconvenience this may cause and explain why the document is necessary.
Is it appropriate to send confidential documents as enclosed documents?
You should exercise caution when sending confidential documents as enclosed documents. Make sure the recipient is authorized to receive the documents and take steps to protect the confidentiality of the information.
Do I need to write a separate letter for each enclosed document?
No, you do not need to write a separate letter for each enclosed document. However, it may be helpful to include a brief cover letter that explains the purpose of the enclosed documents and how they relate to the communication.
Signed, Sealed, Delivered: Your Guide to Writing a Letter with Enclosed Documents
And there you have it! Armed with this knowledge, you’ll be able to send off letters with all the necessary materials with confidence. Remember to double-check your documents before sealing the envelope, and to always follow up on important correspondence. Thanks for reading! Come back soon for more helpful writing tips.